Admin Associate

Job Description

Office Management: Manage and maintain the office\u2019s day-to-day operations, ensuring the office environment is clean, organized, and well-equipped. BMS Operation: Proficient in managing and optimizing BMS operations including lighting and FAS. Routine inspections and preventative maintenance should be coordinated with the BMS operator. EB Consumption Validation: Validate electricity consumption by cross-checking with the daily reading to ensuring accuracy and identifying potential issues. HVAC & Chiller Operations: Oversee the operation of HVAC systems and chillers, ensuring they function efficiently and maintain comfort levels in the office environment. Water Consumption Validation: Monitor and validate water consumption against the reading to ensure accurate usage tracking. Asset management: Maintain assets along with their attributes and movement, from procurement to the disposal. Compliance Documentation: Organize and maintain filing systems (both physical and digital). Ensure that all compliance-related documents are properly filed and easily accessible when needed. Coffee Machine Handling: Ensure the smooth operation and maintenance of the office coffee machine. Security & Safety Compliance \u2013 Ensure safety standards, fire safety measures, and emergency protocols. Maintenance Planning & Scheduling \u2013 Develop preventive and corrective maintenance plans for HVAC and other critical systems. Vendor Management: Liaise with vendors and suppliers for office supplies, maintenance services, and other operational needs. Expense Management: Monitor and report on office expenses and budgets. Ensure timely processing of invoices, reimbursements. Communication: Serve as the primary point of contact for internal and external communication. Answer phones, emails, and other inquiries, directing them to appropriate personnel. Team Support: Provide administrative support to other departments, ensuring smooth collaboration across teams. Event Planning: Assist with organizing company events, meetings, and conferences, including logistics, scheduling, and coordination. Required Qualifications: Candidate with a one month notice period can apply 3-5 years of proven experience in an administrative or office management role. Familiarity with HVAC, chiller operations, and VFD handling (preferred). Previous experience in preparing documentation for audits is a plus (preferred). Experience in tracking and validating utility consumption, including water and electricity (preferred). Knowledge of basic office finance procedures, such as invoicing and budgeting. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook). Strong organizational skills and attention to detail. Excellent verbal and written communication skills. Ability to prioritize tasks and manage multiple projects simultaneously.